Coordinator 101. No Question Too Small! Who We Are

Transcription

1 Coordinator 101 No Question Too Small! Who We Are Misty Hodel, RN, BSN, C-TAGME Internal Medicine & IM/Psychiatry Charleston Area Medical Center/WVU Charleston Division Andrea Mortley, C-TAGME Internal Medicine University of Miami/JFK Medical Center Palm Beach Regional Mary Rich, M.Ed.; C-TAGME Medical s University of Cincinnati Medical Center Elizabeth Thompson Internal Medicine Henry Ford Hospital

2 ABC S OF GME

3 Tomāto Tomäto Different names for residents + fellows R1/R2/R3 F1/F2/F3 PGY 1/2/3 Housestaff Prelim Intern Senior Resident + year of residency Fellow + year of training Post Graduate Year of accredited GME training + year of training Anyone in post graduate medical training Preliminary year resident, completing one year of internal medicine before residency A 1 st year resident 2 nd or 3 rd year resident or higher Tomāto Tomäto Different names for residents + fellows DO LCME IMG FMG US-IMG Doctor of Osteopathic Medicine; graduated from an osteopathic medical school Graduated from a medical school accredited by the Liaison Committee on Medical Education with an MD degree (US & Canada) International Medical Graduate Foreign Medical Graduate A US Citizen who completes medical school at an international medical school; frequently refers to graduates of Caribbean Medical Schools

4 Student Resident or Fellow Common Acronyms GME UME Graduate Medical Education; includes residency + fellowship Undergraduate Medical Education; medical school C-Suite The various C s of a hospital/institution CEO, COO, CFO, etc PD APD DIO Program Director Associate Program Director Designated Institutional Official

5 Accrediting Bodies ACGME Accreditation Council for Graduate Medical Education accrediting body of allopathic (MD) GME programs AOA American Osteopathic Association accrediting body of osteopathic medical schools (DO) and osteopathic GME programs ABMS American Board of Medical Specialties organization regulating certification of medical specialty boards. ABIM American Board of Internal Medicine certifies Internal Medicine boards; ABMS member. Potāto Potäto Different names for us Program Coordinator Program Administrator Program Manager

6 Just Remember RESIDENCY & FELLOWSHIP TIMELINE COMPARISON

7 June Graduation!!! Good luck All! Sign out/exit interviews of graduating residents Letters of Recommendation for incoming PGY3 class Work with the PD to draft and write LORs for fellowship interview season in September through November Continue Semi-Annual Meetings with the PD ACGME [V.A.2.a).(2)] Complete new resident onboarding Clinical competency committee (CCC) Meetings Complete Semi-Annual evaluations Complete final summative evaluations for graduating fellows ACGME window opens for cycle two Milestones Program Evaluation Committee (PEC) Meetings June (Cont d) Ensure your licenses and visas have been approved Finalize orientation schedule orientation(s) ACGME window opens for cycle two Milestones Complete onboarding incoming fellows GME Track (AAMC) Program Survey Opens Process outgoing fellows Graduation Event Senior fellows are leaving Intern Welcome Event - Start planning on a July social event

8 July Archive graduates in RMS ACGME window closes for cycle two Milestones Complete ABIM Annual Evaluation (FasTrack) Deadline to complete FRIEDA Schedule Semi-Annual meetings with residents and PD ACGME [V.A.2.a).(2)] Finalize interview dates Register for ACP ITE ACGME window closes for cycle two Milestones Program Evaluation Committee (PEC) Meetings Fellow orientation(s) ABIM Annual Evaluation Summary (FasTrack) GME Track (AAMC) surveys ERAS opens Recruitment begin reviewing applications and scheduling interviews Web ADS update August Complete Semi-Annual meetings with residents and program director ACP In-Training Exam (ITE) testing dates open Review & update recruitment material Finalize other recruitment details (logistics, meals, faculty access to applications, etc) National Resident Matching Program (NRMP) Opens American Board of Internal Medicine (ABIM) FasTrack evaluation submission GME Track (AAMC) Resident Survey ACGME Annual Web ADS Update Recruitment continues

9 September Submit Match Quota to NRMP Update your website Resident retreats/team building ERAS opens (Sep 15 th ) ITE testing continues GME Track (AAMC) Resident Survey Deadline American Board of Internal Medicine (ABIM) FasTrack evaluation submission deadline Recruitment continue inviting applicants for interviews, continue scheduling interviews October MSPE (Dean s Letters) are released on October 1 st Invites sent to applicants for interview Interviews begin (late October/early November) Keep reviewing applications in ERAS NRMP rank order list opens Final fellowship interviews Prepare documents for rank meeting Rank order meeting (late October or early November) In-Service exams for subspecialties (October or January April)

10 November Interviews Clinical Competence Committee Meeting Semi Annual/Mid-Year meetings - start scheduling with seniors, 2 nd years, then interns with Program Director [V.A.2.a).(2)] National Resident Matching Program (NRMP) quota change deadline National Resident Matching Program (NRMP) rank order list deadline Clinical Competency Committee (CCC) Meeting Semi-Annual evaluations with Program Director December Fun stuff - Holiday Party Interviews continue Semi Annual/Mid-Year meetings - Start scheduling with seniors, 2 nd years, then interns with Program Director [V.A.2.a).(2)] ACGME window opens for cycle one Milestones Fun stuff - Holiday Party Match Day!!! GME Track (AAMC) Final deadline program and resident survey Clinical Competency Committee (CCC) Meeting Semi-Annual evaluations with Program Director ACGME window opens for cycle one Milestones

11 January Program Evaluation Committee (PEC) Meeting Review resident and faculty program evaluations Match Quota changes due to NRMP Interviews wrap up ACGME window closes for cycle one Milestones Incoming fellows information entered in resident management system (RMS) Send information to incoming fellows regarding training certificates/medical license; housing ACGME window closes for cycle one Milestones February Rank order list meeting Finalize match list, submit and certify on NRMP Website Incoming fellows information entered in resident management system (RMS) Start onboarding of incoming fellows request needed documents

12 March MATCH!!! Start onboarding of incoming interns request needed documents ACGME Annual Resident and Faculty Survey Onboarding of incoming fellows request needed documents Review and update fellowship program website April Start appointment profiles for J1 Visas Second year residents soon to be senior residents Teaching to Teach sessions develop skills to help them successfully work in a team. ACGME Annual Resident and Faculty Survey completion deadline (mid- April) Onboarding of incoming fellows request needed documents

13 May Start to schedule Semi- Annual Meetings with the PD A suggestion would be to start with the residents who will be leaving the system, then the residents who will be staying on for staff or fellowship. [V.A.2.a).(2)] graduating seniors with information on where verification requests are sent in the future, where to obtain malpractice claims information, etc. CCC meetings Start scheduling Semi- Annual Evaluation Meetings Final summative evaluations for graduating fellows PEC Meetings Receive ACGME Annual Survey Reports GME Track (AAMC) Program Survey opens Recruiting Discuss with PD interview schedule, determine faculty availability for interviews Monthly Assign evaluations Update schedules Monitor duty hours Conference series/attendance Verifications of past residents Resident reimbursements Student schedules Assign evaluations Update schedules Monitor duty hours Conference series/attendance Verifications of past fellows Fellow reimbursements meetings

14 SMALL GROUP BREAKOUT